Operations Manager - Edinburgh, UK

Description

Location: Edinburgh, London
Position Status: Full-time, Permanent

Salary: starting salary 44,320 GBP - commensurate on professional experience

Closing date: Please submit application before end of May 1st

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible.

In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions

into action — helping people triumph over adversity and build stronger communities from within.

Now, and for the future.

The Position

The Operations Manager role is responsible for the Operations and data protection functions at Mercy Corps Europe (MCinE). This role leads a team responsible for the operational and facility management functions across the European offices. The Operations team aims to provide professional support and care that allows our team members to focus on their core activities by providing optimum workplace effectiveness. The data protection team reviews, develops and implements a compliance programme which meets the UK European General Data Protection Regulation and EU GDPR as appropriate and which is in line with Mercy Corps’ globally applicable data protection policy framework.

Reporting to the Senior Director of Compliance; Governance & Risk, and with close collaboration with the US-based Administration + Facilities Director and Data Protection and Privacy Advisor, this role works closely with a variety of other units and departments, in particular the IT, Finance and People teams. The role has supervisory responsibilities for Operations and Data Protection team members located in various locations across Europe.

Essential Responsibilities

OPERATIONS MANAGEMENT

• Manage a small, dedicated team responsible for professional management of all MCinE operations functions, inclusive of facilities in the UK (Edinburgh, London), The Hague and Brussels.

• Develop and implement operational policies and procedures that align with the organisation’s mission and objectives and ensure streamlining of operations support across all locations.

• Develop and manage onsite space use strategy to ensure effective workspace for onsite team and visitors. Includes coordination of office moves and office workspaces as necessary.

• As may be requested, conduct reviews of the efficacy of MCinE office space to ensure office locations are fit for purpose; consider value for money and make appropriate recommendations to relevant senior leaders.

• Oversight of processes for offsite documents storage and archiving management.[KL1]

LEASE AND LANDLORD MANAGEMENT

• Liaison and management of relationship and contracts with landlords and serviced office providers to ensure all buildings services are provided in accordance with the lease/relevant agreement.
• Ensure that all the facility systems and equipment operate properly. Initiate interventions to solve problems in the facilities. Create monitoring systems to detect problems as early as possible. Maintain accurate records of the condition of facilities systems and equipment.
• Coordinate maintenance, repairs and improvements across all sites and provide guidance to on-site Operations team members (and be the on-site representative in Edinburgh as needed)
• Recommend, monitor and maintain utilities and conservation efforts. Lead on operational aspects of office greening initiatives, including collaboration with the environmental sustainability team and provision of relevant operations data as may be requested.

HEALTH & SAFETY

• Act as the the Health and Safety Officer for MCinE and provide guidance to the operations team to ensure the safety of all office locations from fire, theft, and other hazards by initiating a regular protocol on safety measures in the office.
• Ensure there is and maintain a comprehensive, site-specific safety, security, and emergency-preparedness plans for each site. Implement safety plan and procedures, including periodic evacuation and preparedness drills.
• Maintain and review relevant health and safety policies and procedures, in line with applicable regulations and best practice.
• Ensure all security systems are in working order and used properly by all Mercy Corps team.
• Prepare pertinent records and reports for the safety of the Mercy Corps team and ensure that all team members are trained in office safety and security.
• Coordinate with landlords or serviced office providers to ensure visibility of relevant risk assessments and discuss areas for improvement.

DATA PROTECTION

• Line manage the Data Protection & Operations Coordinator, providing guidance, support, and performance management to ensure the effective delivery of the organisation’s data protection programme, including maintenance of the organisation’s Record of Processing Activities (RoPA), maintaining the Data Protection mailbox and dealing with queries.
• In collaboration with the Data Protection & Operations Coordinator, oversee team member training and awareness on matters related to data protection.
• Support the timely and appropriate handling of data subject rights requests, including Subject Access Requests (SARs), ensuring compliance with statutory deadlines.
• Support data protection related contract reviews and Privacy Impact Assessments (PIAs) as may be required.
• In coordination with key stakeholders, and on request, support the investigation and handling of data breach incidents in accordance with regulatory guidance and internal procedures.

BUSINESS CONTINUITY

• Coordinate the Business Continuity planning team to ensure that there are effective business continuity policies, procedures and plans in place for the organisation. In coordination with other stakeholders, regularly review and update the Business Continuity plan.
• Play an active role in managing any business continuity incidents and reporting after the close of incidents.
• As may be requested, develop and deliver internal training on business continuity. Work with business continuity planning team to schedule preparedness drills.

TEAM MEMBER SUPPORT

• Ensure team members are informed about important updates with regards to MCinE operations, events and visitors.
• Support with the smooth running of large / all team meetings in each office location.
• Provide leadership and support to team members based in multiple Europe locations, ensuring consistent communication and alignment of operations functions across Europe. Foster a collaborative and inclusive team environment, addressing any challenges that arise within the geographically dispersed team.

Supervisory Responsibility

The role has supervisory responsibilities for Operations and Data Protection team members located in various locations across Europe

Accountability

Reports Directly To: Senior Director of Compliance, Governance and Risk

Works Directly With: Director of Administration + Facilities; Global Data Protection team, IT Infrastructure Manager; People Team, team members across European locations

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Minimum Qualification & Transferable Skills

• Approximately five years of professional experience in a fast-paced office environment, with emphasis on operations, administrative services and/or facilities.
• Experience of people management including hiring; training and performance review. Ideally with experience of managing geographically dispersed teams.
• Strong knowledge of Health and Safety requirements of an office environment as well as the ability to apply health and safety best practices to a hybrid environment.
• Professional experience of Data Protection with an emphasis on European Data Protection regulations including GDPR an advantage. Interest in Data protection and developing in this area is essential.
• Experience in creating and managing budgets and cost management.
• The ability to take direction as well as work independently and experience and interest in people management is essential for the role.
• Excellent interpersonal, verbal, and written communication skills.
• Excellent computer skills required, including familiarity with MS Word, Excel and PowerPoint; comfort with IT functions a plus.
• Multi-tasking, organisational, and prioritisation skills.
• Demonstrated ability to work well under pressure and cooperatively with team members.

Success Factors

The successful Operations Manager will be someone who is a self-starter, enthusiastic, motivated and can proactively take initiative to run a smooth and successful operations and facilities across European locations. The successful Operations Manager will be an effective communicator and be able to lead a strong and dedicated team and provide support and care for team members. The successful Operations Manager will be motivated to support Mercy Corps’ data protection compliance framework.

Living Conditions / Environmental Conditions

The position is based in Edinburgh and may be expected to travel throughout European cities where Mercy Corps is based. Although international travel will be limited in this role, all Mercy Corps team members should be comfortable to travel to areas with limited access to medical facilities and amenities.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development

Team Efficiency and Effectiveness

Achieving our mission starts with how we build our team and collaborate. By bringing together individuals with a variety of experiences, backgrounds, and perspectives, we strengthen our ability to solve complex challenges and drive innovation. We foster a culture of trust and respect, where every team member is valued for their contributions, empowered to reach their full potential, and motivated to do their best work. We recognize that building a strong and effective team is an ongoing process, and we remain committed to learning, improving, and growing together.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out different backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.

As an applicant, if you witness or experience any form of sexual misconduct during the recruitment process, please report this to Mercy Corps Integrity Hotline (integrityhotline@mercycorps.org).